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Saving a Copy of Your Final Year End Database
After you have completed all year end activity and filed your final reports and BEFORE you roll forward to the new year, make a backup of the current database. Please follow the instructions below for either the Access version or SQL version of GMS, whichever is appropriate. You will then be able to log into the fy backup from your GMS Accounting login menu, for the purpose of looking up information and printing reports only.
FOR AGENCIES USING THE ACCESS VERSION OF GMS.NET ACCOUNTING:
Using Windows Explorer, create a folder called FY## YE Database. Place the backup of the current database in this folder. This folder would typically be set up on the same drive letter as the GMSNET folder where your database is located. (This would typically be either the network drive or the local C drive if not networked.)
Point Your Database Selections to the Database you are using:
For 64 bit computers: Find the file called odbcad32.exe. It should be located in the Windows\sysWOW64 folder. Right click on it and select Pin to Start menu, then run this file. If you have a 32 bit computer, this would be found under Control Panel, Home View, Administrative Tools, Data Sources (ODBC).
Select Systems DSN tab. Select Add. From the list of drivers, double click on Microsoft Access Driver (*.mdb), then click Finish. This will return you to the ODBC Microsoft Access Setup Form. In the Data Source Name field, type Convert1.net (or if that is being used, you would create Convert2.net, Convert3.net, etc)
You may leave the Description field blank or type in the description of your choice.
Click on Select. In the box on the bottom right, click on the drive on which the FY## YE Database is located. (This would typically be either the network drive or the local C drive if not networked.)
Find the FY## YE Database folder and double click on it. This will put ConversionNet.mdb in the screen on the left. Double click on ConversionNet.mdb. This will put \FY## YE Database\ConversionNet.mdb in the ODBC Microsoft Access Setup screen in the middle to the right of the word Database. If, for example, on F drive it should say F:\FY## YE Database\ConversionNet.mdb. Click ok on each screen to close out of the ODBC set up and return to the desktop.
Note: If your agency currently has an IT person on staff, you can have him or her change the login information on the GMS Accounting System login screen to identify what fiscal year you are logging into. To accomplish this, everyone will need to be out of GMS. The IT Person will need to open the current ConversionNet.mdb file located in the GMSNET folder on the network drive, or the C drive if you are not networked. Under Tables, locate tblCompanies. Double click to open the table. Once in the table under the column titled Company you may see GMSNET, GMS2NET, etc. Depending on which company is not currently being used you can change GMS2NET or GMS3NET in this table to say FY##. When you have made that change, you would need to also change the DSN column for that record to reflect the appropriate DSN name where that database is located (convert2Net, convert3Net, etc.) Once the table has been changed, exit the table and exit the database. Note: If you have previously used all lines on the table, simply add a new line at the bottom of the table and enter the appropriate information on the blank line.
When you log into the GMS Accounting System, from the Organization combo box, you can select FY## to log into that Fiscal Year database copy.
Point Your Database Selections to the Database you are using:
For 64 bit computers: Find the file called odbcad32.exe. It should be located in the Windows\sysWOW64 folder. Right click on it and select Pin to Start menu, then run this file. If you have a 32 bit computer, this would be found under Control Panel, Home View, Administrative Tools, Data Sources (ODBC).
Select Systems DSN tab. Select Add. From the list of drivers, double click on Microsoft Access Driver (*.mdb), then click Finish. This will return you to the ODBC Microsoft Access Setup Form. In the Data Source Name field, type Convert1.net (or if that is being used, you would create Convert2.net, Convert3.net, etc)
You may leave the Description field blank or type in the description of your choice.
Click on Select. In the box on the bottom right, click on the drive on which the FY## YE Database is located. (This would typically be either the network drive or the local C drive if not networked.)
Find the FY## YE Database folder and double click on it. This will put ConversionNet.mdb in the screen on the left. Double click on ConversionNet.mdb. This will put \FY## YE Database\ConversionNet.mdb in the ODBC Microsoft Access Setup screen in the middle to the right of the word Database. If, for example, on F drive it should say F:\FY## YE Database\ConversionNet.mdb. Click ok on each screen to close out of the ODBC set up and return to the desktop.
Note: If your agency currently has an IT person on staff, you can have him or her change the login information on the GMS Accounting System login screen to identify what fiscal year you are logging into. To accomplish this, everyone will need to be out of GMS. The IT Person will need to open the current ConversionNet.mdb file located in the GMSNET folder on the network drive, or the C drive if you are not networked. Under Tables, locate tblCompanies. Double click to open the table. Once in the table under the column titled Company you may see GMSNET, GMS2NET, etc. Depending on which company is not currently being used you can change GMS2NET or GMS3NET in this table to say FY##. When you have made that change, you would need to also change the DSN column for that record to reflect the appropriate DSN name where that database is located (convert2Net, convert3Net, etc.) Once the table has been changed, exit the table and exit the database. Note: If you have previously used all lines on the table, simply add a new line at the bottom of the table and enter the appropriate information on the blank line.
When you log into the GMS Accounting System, from the Organization combo box, you can select FY## to log into that Fiscal Year database copy.
FOR AGENCIES USING THE SQL VERSION OF GMS.NET ACCOUNTING:
Making a backup of your current database
Make a backup of your current database either using the Database Utility or through SQL Server Management Studio. Make sure to select the current database you are using (i.e. conversionnetSQL). Please contact your IT staff for assistance in making the backup for you and name it conversionnetSQLBU.bak.
Restoring the database
Go to Microsoft SQL Server Management Studio.
On the left panel under Object Explorer, Right click on Databases and choose Restore Database.
Restore Database form will appear. Click on Device and click on …. to browse, on the Select Backup Devices screen, click on Add, on Locate Backup File Screen, locate and select the conversionSQLBU.bak file that was created earlier in the instructions, then Click Ok. Now the conversionSQLBU.bak will appear in the Backup Media field and click OK.
On the Restore Database form, for Destination, Database field, enter ConversionNet##SQL Verify under Backup Sets to Restore that the ConversionSQLBU.bak is checked, then Click on Ok. It will go through the restore process and when it’s complete, you will receive a message that says "ConversionNet##SQL restored successfully" (## represents the number you have assigned this FY backup)
ConversionNet##SQL will now be listed under Databases on the left panel and you can exit Microsoft SQL Server Management Studio.
Set up the ODBC on each workstation to connect to the new database
On the local C drive of your workstation, locate the C:\Windows\SYSWOW64 folder. In this folder select the odbcad32.exe file, to setup the ODBC for the database.
On the System DSN tab, click on Add, select SQL Server, click on Finish. This will return you to Create New Data Source to SQL Server Form.
In the name field enter type Convert1.net (or if that is being used, you would create Convert2.net, Convert3.net, etc). You can leave the description blank or enter anything you want to describe the database. In the Server field enter your SQL Server Name. (If installing on a single work station, choose local), then click on Next.
There are 2 options to connect.. Typically you would select With Windows NT Authentication using the network login ID. Make sure "Connect to SQL Server to obtain default settings for the additional configuration options" is checked. Click on Next.
Check the box "Change the default database to". It will be defaulted to master. Choose ConversionNet##SQL from the combo box. Do not change any other default settings on this page. Click Next.
Don’t change anything on the next screen and click on Finish button. You need to click on Test Data Source button. If you get TESTS COMPLETED SUCCESSFULLY then you can close out of the ODBC Data Administrator.
Note: If your agency currently has an IT person on staff, you can have him or her change the login information on the GMS Accounting System login screen to identify what fiscal year you are logging into. To accomplish this, everyone will need to be out of GMS. The IT Person will need to use SQL Management Studio to open the current ConversionNetSQL database file Under Tables, locate tblCompanies. Once in the table under the column titled Company you may see GMSNET, GMS2NET, etc. Depending on which company is not currently being used you can change GMS2NET or GMS3NET in this table to say FY##. When you have made that change, you would need to also change the DSN column for that record to reflect the appropriate DSN name where that database is located (convert2Net, convert3Net, etc.) Once the table has been changed, exit the table and exit the database. Note: If you have previously used all lines on the table, simply add a new line at the bottom of the table and enter the appropriate information on the blank line.
Make a backup of your current database either using the Database Utility or through SQL Server Management Studio. Make sure to select the current database you are using (i.e. conversionnetSQL). Please contact your IT staff for assistance in making the backup for you and name it conversionnetSQLBU.bak.
Restoring the database
Go to Microsoft SQL Server Management Studio.
On the left panel under Object Explorer, Right click on Databases and choose Restore Database.
Restore Database form will appear. Click on Device and click on …. to browse, on the Select Backup Devices screen, click on Add, on Locate Backup File Screen, locate and select the conversionSQLBU.bak file that was created earlier in the instructions, then Click Ok. Now the conversionSQLBU.bak will appear in the Backup Media field and click OK.
On the Restore Database form, for Destination, Database field, enter ConversionNet##SQL Verify under Backup Sets to Restore that the ConversionSQLBU.bak is checked, then Click on Ok. It will go through the restore process and when it’s complete, you will receive a message that says "ConversionNet##SQL restored successfully" (## represents the number you have assigned this FY backup)
ConversionNet##SQL will now be listed under Databases on the left panel and you can exit Microsoft SQL Server Management Studio.
Set up the ODBC on each workstation to connect to the new database
On the local C drive of your workstation, locate the C:\Windows\SYSWOW64 folder. In this folder select the odbcad32.exe file, to setup the ODBC for the database.
On the System DSN tab, click on Add, select SQL Server, click on Finish. This will return you to Create New Data Source to SQL Server Form.
In the name field enter type Convert1.net (or if that is being used, you would create Convert2.net, Convert3.net, etc). You can leave the description blank or enter anything you want to describe the database. In the Server field enter your SQL Server Name. (If installing on a single work station, choose local), then click on Next.
There are 2 options to connect.. Typically you would select With Windows NT Authentication using the network login ID. Make sure "Connect to SQL Server to obtain default settings for the additional configuration options" is checked. Click on Next.
Check the box "Change the default database to". It will be defaulted to master. Choose ConversionNet##SQL from the combo box. Do not change any other default settings on this page. Click Next.
Don’t change anything on the next screen and click on Finish button. You need to click on Test Data Source button. If you get TESTS COMPLETED SUCCESSFULLY then you can close out of the ODBC Data Administrator.
Note: If your agency currently has an IT person on staff, you can have him or her change the login information on the GMS Accounting System login screen to identify what fiscal year you are logging into. To accomplish this, everyone will need to be out of GMS. The IT Person will need to use SQL Management Studio to open the current ConversionNetSQL database file Under Tables, locate tblCompanies. Once in the table under the column titled Company you may see GMSNET, GMS2NET, etc. Depending on which company is not currently being used you can change GMS2NET or GMS3NET in this table to say FY##. When you have made that change, you would need to also change the DSN column for that record to reflect the appropriate DSN name where that database is located (convert2Net, convert3Net, etc.) Once the table has been changed, exit the table and exit the database. Note: If you have previously used all lines on the table, simply add a new line at the bottom of the table and enter the appropriate information on the blank line.
